HomeMy WebLinkAboutCOM 0315.001 2004-2006 MZY or M~
' l~q.
CONSTANCE R. KIRIU WILLIAM E. SMITH
County Clerk ( R.- Depn(y Comity Clerk
. J L, ~i
',C,
County of Hawai `i
Office of the County Clerk
25 dupuni Stree!
Hilo, Hawaii 96720
Telephone B08J 961-8255 Facsimile: (808) 961-8912
June 21, 2005
TO: Council Members
FROM: Constance R. Kiriu
County er ~ ,
4.
RE: Dratt Administrative Manual
This is to transmit a copy of applicable portions of a draft Administrative Manual for discussion
at the June 29, 2005, meeting of the Council's Committee of the Whole.
With the reorganization of the Council-Clerk's Office, the Administrative Manual must undergo
major changes. While the majority of procedures are the same, those that are different because
of the reorganization should be reviewed and discussed by the Council. Ideally, major
administrative and personnel policies should also be understood and/or agreed to. These include:
I. Flextime procedures and policies
2. District Allowable Expense (DAE) claims and reporting
3. Roles and Responsibilities of District Council Staff, Legislative Research Branch and
Legislative Auditor's Office
4. Protocols
5. Security-Identification Badges
Please be aware that, upon your review, the Manual will be finalized with attachments for
distribution and presentation to Council staff. The Manual may also be revised from time to time
as administrative procedures need to be adjusted.
Also note that the Administrative Manual would not apply to the Elections Division, who has its
own Employee Manual.
Should you have any questions, please feel free to see me or contact me at 961-827] . l~hank you
very much for your time and consideration.
Att.
Comm. No.~.-3 ~ S~
Ref. To: l..Qlb~!l'~~
Hawai `i County' is an Equal Opportunity Provider and Emp/Dyer Rif. Date . ~N 2 2 2~~5
ADMINISTRATIVE MANUAL
OF THE
OFFICE OF THE HAWAII COUNTY COUNCIL-CLERK
DRAFT /NCL ODES APPL ICABLE PORTIONS THA T ARE BEING
CHANGED DUE TO REORGANIZATIONAND OTHER
CLAR/FY/NG SECT/ONS.
DRAFT: SUBJECT TO REVIEW & CHANGE
July 2005
TABLE OF CONTENTS (PARTIAL)
Forward
Authority
Chapter 1 -General Administration
• Hours and Days of Work; Overtime
• Leaves of Absence
• Office Etiquette
• Appropriate Employee Attire
• Security
• Supplies, Equipment and Inventory
• Vehicles
• Use of P-Card
Chapter 2 -District Allowance Expenses
• District Contingency Relief Account
• Annual District Allowance
• Annual Contingency Relief Account
• Cellular Phones
• DAE and General Copying and Mailing Procedures
Chapter 3 -Personnel Administration
• Staff Appointments
• Council District Staff Descriptions
• Restrictions on Employment of Relatives
Chapter 4 -Travel
• General Travel Policy
• Air Transportation
• Per Diem
• Mileage
Chapter 5 -Legislative Research Branch
• General Provisions and Protocol
Chapter 6 -Legislative Auditor's Office
• General Provisions and Protocol
Chapter 7 -Protocols
• Protocols
Chapter 8 -Standards of Conduct
Code of Ethics
Chapter 9 -Violations and Complaints
• Violations; Complaints
Chapter 10 -Workplace Policies
Alcohol-Free Workplace Policy
• Violence in the Workplace Policy
• Sexual Harassment Policy
• Smoking in the Workplace Policy
Internet and Email Policies
Chapter 11 -Other
Table of Organization
• Council-Clerk Office Employee Office Telephone/Fax Numbers
• Disaster Preparedness Plan
FORWARD
This manual presents a description of the organization and scope of operations of the
Office of the County Council-Clerk. It is intended to provide a reference for new Council
members, management, and employees to use when they are seeking to accomplish a task or
project or when seeking answers to questions about procedures and operations. For more
specific procedural details, see the manuals of operation for the individual divisions/sections.
AUTHORITY
The Office of the County Council-Clerk is created by Section 3-6(b), Hawai'i County
Charter, which provides that:
"The council shall appoint the County Clerk which position shall be exempt from civil
service laws and classifications. The County Clerk shall:
1. Be the Clerk of the Council.
2. Be custodian of the County seal
3. Conduct all elections held within the County.
4. Appoint the Deputy County Clerk and the Legislative Auditor, with the
approval of the Council, and such positions shall be exempt from civil
service laws and classifications.
5. Perform such other functions as the Council may prescribe.
6. Appoint necessary staff for which appropriations have been made by the
Council, subject to civil service laws and classifications, and exercise the
same power with respect to the personnel of his office and the
department head in the executive branch."
Further, Section 46-32 Hawaii Revised Statutes, authorizes the respective councils to:
"appoint and employ personnel as it deems necessary and prescribe their
powers, duties and compensation. All such personnel shall be exempt from the
civil service and position classification plan."
This authority recognizes that the personnel needs of the legislative branch are unique
and must be flexible in accommodating the needs of the council as it attempts to carry out its
policies.
The Office of the County Council-Clerk employs both civil service and exempt,
appointed, "at-will" personnel. The Administrative Manual applies to both classes of personnel
with the exception of the Elections Division, which operates under its own employee manual.
When a guideline does not apply to civil service staff, it has been noted. The provisions of the
union contract will prevail for civil service staff if there is a conflict.
CHAPTER 1
GENERAL ADMINISTRATION
SUBJECT: Hours and Da s of Work; Overtime
REFERENCE(S): §80, HRS
APPLICABLE FORM(S): Timesheet and Attendance Report, Flextime
Form
1. General. The regular hours of work are from 7:45 a.m. to 4:30 p.m., Mondays through
Fridays.
2. Other-than-regular hours. A written agreement must be executed between the
employee, the supervisor, the Clerk and the Council Chair in order for an employee's hours
to be other than the standard hours. The agreement must provide the reasons for the
adjustment, the term of the agreed upon hours, and findings that the adjustment will not
impact the operations of the office or the work of the employee. The written agreement
shall be filed in the employee's personnel file. If the supervisor, the Clerk or the Council
Chair finds that the operations of the office or the work of the employee is negatively
impacted, the agreement must be cancelled.
Civil Service employees must comply with civil service procedures in order to work other-
than-regular hours.
3. Lunch. Lunch is limited to one hour. Unless it is determined that service to the public will
not be affected, the supervisor will establish a staggered lunch hour schedule. If the lunch
hour is not taken, the lunch hour is lost. No lunches are allowed at the end of the day. In
order to take an hour late in the day, vacation or flex time must be used.
4. Breaks. Two 10-minute breaks are permitted. One break in the morning and one in the
afternoon. These breaks shall be staggered if applicable to that section/division.
5. Time in the Office. A council district staff person should spend at least 30 hours a week
in the office.
6. Overtime-Civil Service. Overtime of civil service personnel shall be governed by union
contract. An employee shall obtain prior approval of the supervisor to work overtime. All
overtime work must be justified and the work proven if requested.
7. Flextime-Appointed.
A. Policy An employee should be able to complete his/her work within the forty-hour work
week. However, it is recognized that a Council Member may need special assistance
outside of regular work hours or, in the case of personnel in the Legislative Research
Branch and the Legislative Auditor's Office, project deadlines must be met. Therefore,
an employee may earn flextime with the pre-approval of the Council Member or the
supervisor.
B. Flextime defined. Flextime is earned by appointed personnel performing council work
beyond the normal eight hour work day. Compensation shall be in the form of time
rather than money. Flextime may be earned at a rate of one hour for every authorized
hour worked. Flextime is not the same as'flexible working hours' referred to in the Civil
Service Manual. Flextime is not documented on the Time Sheet and Attendance Report,
but rather on a separate Form.
C. Flextime earned. Flextime may be earned (1) when a committee meeting staffed by the
employee runs after 4:30 p.m.; (2) when the employee is unable to complete required
committee reports, bills and resolutions during normal work hours; (3) for meetings
attended at the request of the Council Member or the supervisor; (4) when the
employee is required to meet an impending project deadline; or (5) for other justifiable,
unusual or unforeseen circumstances.
D. Flextime report required. To document the flextime earned, a report shall be submitted
with the Flextime Form describing the date, time, name of meeting, key people in
attendance, purpose of meeting, and a meeting summary; or when other work is
performed, the extent of the work performed. The description shall contain sufficient
specificity for independent corroboration. More information may be requested in the
report by the Council Member, the supervisor, the Council Chair or the Clerk. The
requirement to prepare a report does not apply to committee meetings and preparation
of committee reports, bills and resolutions.
E. Prior approval required. Flextime earned and taken shall receive prior approval from the
supervisor or Council Member on the Flextime Form. Exception: It is understood and
expected that the legislative assistant be in attendance at the committee meeting
he/she staffs after 4:30 p.m.
F. Flextime Form. The Flextime Form with accompanying report(s) shall be submitted to
the supervisor and reconciled with the employee's official timesheet at the end of each
pay period. The Flextime Form will be retained in the Administrative Services Office for
the period specified for personnel documents by the Committee on the Destruction of
Records.
G. Accumulated Flextime. At no time shall an employee's accumulated flextime exceed 20
hours at the end of a pay period.
H. Flextime when employee leaves the County. Accumulated Flextime that is not taken
when the employee leaves the County will be lost and no monetary compensation will
be made. On the other hand, the employee will receive monetary compensation for
vacation time earned and not taken (up to 90 days) upon leaving the County.
8. Holidays. Employees should not be expected to work on holidays granted to other County
employees, except when workload or legislative demands require them to do so.
9. Timesheets, Responsibility, Accountability. An employee's official timesheet shall be
initialed by the supervisor. Exception: A council district staff person's timesheet shall be
accompanied by an approval statement from the Council Member acknowledging the time I
worked and taken.
Timesheets shall be turned in promptly on the morning of each pay day.
Monthly: 151 payroll - 15`h
2n°~ayroll _30`" or 31s` _
W
W U W
J Q ifJ ~ J
Q N O
Q m Q
~ ~
}W
O
qK
R
Z
W
Y N
Q
r r
z
O ~
O Qo
~ i ~
a ¢
> W
a
a n
0 0
W M M
~ aD V
F i i
O O O
~ c0 N
Z
C
N m
~ w
Q J
O o~ a
f- v ° ~ ~
~ o °i v
Q w a°1i
W E
X j
LLl o 0
J v ~
Il -o a
~ U
(0 X
~ N ~
H ~ w
O
a
a
a
m W N
Y
O F
r
f ~ ~
a o
F W M O
az E
o~
w ° w
J N J
a ui E d
~ ~ W r u~ o .X ~
~ z w~ °o ° ~ v¢i
a °
w
o ~ ~
SUBJECT: Leaves of Absence
REFERENCES None
APPLICABLE FORM(S): Application for Leave of Absence Revised 3/90-SOM
Flextime Authorization Form
1. Vacation Leave A full-time employee earns 14 hours credit* per month as of July 1,
2005, and may accumulate 21 days for each of the first 2 years for a
total of 42 days. Thereafter, may accumulate 15 days per year with
6 mandatory days to be taken.
A maximum 90 days may be accumulated except for the final year of
work in which 21 days can be accumulated for a total of 111 days.
A request for vacation should be made to the supervisor or council
member on a Leave of Absence form at least one week in advance
unless it is an emergency. Requests for short leaves (less than 8
hours) must also be approved by your supervisor and charged to your
vacation or flex.
2. Sick Leave A full-time employee earns 14 hours credit* per month with unlimited
accumulation as of July 1, 2005.
An employee shall call in daily and notify the supervisor or council
member, as the case may be, that he/she is sick.
A physician's certificate of illness must be obtained if an employee is
sick for five or more consecutive days.
If an employee becomes ill at work, the supervisor should be
informed upon leaving the work.
Sick leave is to be used for the employee, and not if someone else (in
the family) is ill.
If an employee is on sick leave, an application for Leave of Absence
must be completed by the employee and signed by the Clerk upon
_ returnin to work.
3. Funeral Leave 3 days maximum for immediate family members, spouses, children,
parents, parents-in-law, grandparents, grandchildren, siblings, and
reci vocal beneficiaries.
4. Jury Duty Full pay for the duration of the trial proceedings with court excuse.
5. Military Leave 15 working days per year with full pay.
6. Family Leave 160 hours of sick leave; vacation and/or leave without pay per year;
no accumulation. (applies to reciprocal beneficiaries)
7. Parental Leave 12 consecutive months of sick leave, vacation and/or leave without
_ a a lies to reciprocal beneficiaries
8. Education of Children 2 hours (maximum of twice a year) for aparent-teacher conference
Leave for children in kindergarten through Grade 12 or aparent-caregiver
conference for preschool-aged children in a licensed group child care
center 78-311 HRS) (applies to reciprocal beneficiaries)
9. Other Leave As required by law.
* Benefits are subject to legislative changes.
SUBJECT: Office Etiquette
REFERENCES
APPLICABLE FORM S
Telephones
1. Answer telephone calls by the second ring.
2. Always identify oneself (For example: "Hawaii County Council-this is Brittney" or "Council
Member 's Office-this is Brittney ~
3. If someone is not at their desk, ask to take a message. Take as complete a message as
possible, including properly spelled name, telephone number or extensions to make it easier
for the person returning the call.
4. Each section/division/district will establish its own schedule for telephone pick-up order.
5. Lengthy waiting time for a person on HOLD is poor telephone etiquette. 30-40 seconds is
acceptable. If information or location of a called person is going to take a while, ask to take
a message.
6. All long distance calls MUST be logged. Each section/division/district has its own log for this
purpose. All personal long distance calls are discouraged except in an emergency. Use of a
personal phone card is recommended.
7. Calls made to Oahu using the FEX line do not need to be logged. To dial on the FEX line,
prefix the number with a seven (7). This line does not work for calls to Maui and Kauai.
Please note, when using FEX line, calls cannot be transferred to another line. Maui County
has toll-free numbers.
8. Do not raise our voice to inform another person of a call.
Facsimile (FAX) Machines
Use a "FAX Post It Memo" or a "FAX transmittal" when faxing. All long-distance calls must be
to ed. The to is located next to the FAX machine.
IN/OUT Board
For departmental sections/divisions/district using SIGN IN/OUT Boards, the purpose of the
boards is to inform those servicing the public where employees are and to remind the
supervisor of the employee's location.
If a Council District office is not staffed or back ups not identified, calls will be received in the
voice mailbox. If people come to your office and no one is staffing the Council Member's office,
a message will be taken and left for the respective council district staff. Exceptions to this will
be handled under protocol.
SUBJECT: Appropriate Employee Attire
REFERENCES
APPLICABLE FORMS
1. Cleanliness is an important goal of any organization, and is expected.
2. On council meeting days, more formal business attire should be worn. Business attire is
conducive to the work environment and formalizes respect for the public and colleagues.
3. The following apparel is not to be worn in the office:
A. T-Shirts (excluding T-shirt dresses)
B. T-Shirt Tank Tops
C. Rubber Slippers
D. Sneakers
E. Blue Jeans
F. Beach Wear
G. Bermuda/Tennis/Gym Shorts
4. Exceptions to the above rule will be allowed in the following circumstances:
A. Machine Room and Election Warehouse workers are excluded.
B. If an employee is recovering from an accident or injury and the clothes must
accommodate the injury.
C. When an employee attends a site visit or field trip, if appropriate.
D. Travel to public hearings (staff members who set up and attend hearings should
bring appropriate office attire to change to for the hearing).
E. When heavy work or cleaning is required in the office.
SUBJECT: Security
REFERENCES
APPLICABLE FORMS
1. Main Entry to all offices of the legislative branch. All main entry doors to the offices of the
legislative branch shall remain unlocked during regular business hours from 7:45 a.m. to 4:30 p.m.,
Mondays through Fridays. The doors should be secured after business hours and during weekends and
holidays.
2. Guests. Upon arrival of guest(s), each Council Member's council aide (or legislative assistant if the
council aide is unavailable) will be informed. The council aide (or assistant) must then escort the guest
to the Council Member's office or meeting room. When finished, the guest should be escorted out of
the council office.
3. Valuable and/or confidential items. All employees should keep valuable and/or confidential items
under lock and key.
4. County building door and gate keys. Door and gate keys will be issued to all Council Members.
Employees requiring door and gate keys must obtain written approval from the County Clerk before
Public Works Building Division will issue the keys. Because of previous instances of theft and
vandalism, the keys are being issued on a limited basis.
Lost or stolen keys must be reported immediately to the County Clerk.
Upon leaving the County's Legislative Branch, issued keys must be returned to the Administrative
Services staff.
5. Satellite Council Offices. Keys for the satellite offices shall only be issued to respective Council
Members and employees working at the satellite offices.. If a key is lost or stolen, the Council Member
or employee shall comply with provisions of the rental/lease contract.
6. County employee identification badges. All employees of the legislative branch will be issued an
identification badge. The identification badge shall be worn during the work hours and, at other times,
when on official county business.
Upon leaving the county's legislative branch, the identification badge must be returned to the
Administrative Services staff.
SUBJECT: Supplies, Equipment and Inventory
REFERENCE(S) None
APPLICABLE FORM(S): None
1. Office Supplies. When commonly-used items (e.g., pens, pencils, mending tape, paper clips, post-
its are needed see the Executive Assistant or the De u Executive Assistant for those su lies. _
2. Other Office Supplies and Equipment. If an item is not available from the County Supply Room,
it may be procured, but it will be charged to the respective council district's allotment unless the item
is urchased for all Council Members. See Council District Allotment Procedures.
3. Maintenance of Equipment. If there are problems with County equipment, contact your supervisor
or, in the case of council district staff, contact the Chair's Special Assistant, Executive Assistant or
De u Executive Assistant for assistance. The ro er vendor will be notified.
4. Inventory. County equipment and furniture assigned to Council Members and staff are labeled with
a county inventory bar. Council-Clerk's Administrative Support Section oversees inventoried items and
this division must be a rised of changes in the location of these items as well.
5. County property. All equipment is considered County property and shall be treated in accordance
with all applicable laws. _ _ _
SUBJECT: Vehicles
REFERENCE(S): Finance Dept Procedures Page 2.1
APPLICABLE FORM(S):
General Rules
1. All County vehicles shall be driven within posted speed limits and for County business only.
2. Seat belts shall be worn at all times.
3. The employee who last drives the County vehicles is responsible for refueling.
4. County Vehicles shall be parked in designated areas only. Drivers in violation of parking
regulations are responsible for payment of fines.
5. County vehicles should be driven for County business purposes.
County Council Vehicle
1. Requests and reservations for use of the Council van shall be made with the Executive
Assistant.
2. Executive Assistant, the Special Assistant and the Clerk shall maintain keys for the Council
vehicle.
Refueling
1. When filling gas at the County motor pools, the current Project Code must be used to
differentiate the purpose of the fill up. Use the following Project Code:
Project Code O1 for Council, County Clerk, Legislative Auditor, Legislative
Research Branch
2. Fuel pump key is located in the glove compartment.
Rental Vehicles
The policies of rental vehicles (Finance Department Procedures Manual Page 2.1) shall apply to
all rental vehicles used for County business.
Other Rules and Policies
1. Report all accidents/breakdowns of equipment/emergencies to your immediate supervisor.
Use 911 for situations requiring medical/police attention.
2. Vehicle Accident Reporting Procedures are located in the glove compartment.
CHAPTER 2
DISTRICT ALLOWANCE EXPENSES
DISTRICT CONTINGENCY RELIEF ACCOUNT
SUBJECT: Annual District Allowance
REFERENCE(S): Council Rule No. 33
APPLICABLE FORM(S): Form DAE-1 - "Claim Against District
Allowance Expense"
Form DAE-2 - "Accounting for Council District
Allowance Monthly Expenses"
1. Policy. Each Council Member is allotted $7,500 for FY2006-06 as a "District Allowance Expense
(DAE)" to cover expenses in carrying out his/her duties as an elected official. Incidental. duties and
activities include expenditures incurred in connection with carrying out official duties or activities,
enhancing accessibility to and communication with the community and constituents, and carrying out
the public's expectations of a Council Member's role and responsibility to the community and
constituents. In an election year (July-December), the Council Member shall be allotted 50% of the
appropriation. The remaining appropriation (January-June) shall be allotted in January. Examples of
allowable expenses include, but are not limited to:
A. Community meeting expenses such as facility rental fees, charges for maintenance or
security services, light refreshments, special mailings or handouts, leis for speakers, and the
rental of special equipment.
B. Leis for recipients of honorary certificates and frames for honorary certificates.
C. The purchase of research or reference materials, publication subscriptions, or other materials
related to legislative issues or procedures.
D. NACo, WIR, HSAC, conference or seminar registration fees, including travel and
accommodation costs associated with the conference or seminar attended. All travel
expenses shall have the concurrence of the Chair.
E. Miscellaneous office supplies, equipment or materials. All purchases must follow the
procurement law and be domiciled in the Council Member's office. Equipment and supplies
are the property of the County.
F. Expenses of his/her staff.
G. Monthly phone reimbursement not to exceed $75.00 per month.
H. Joint district expenditures for allowable expenses are permitted.
! I. Printing and mailing costs for surveys, bulk mailings, newsletters, etc.
Any questions of allowable expenses should be directed to the Administrative Support Service staff,
_ the special assistant, the Deputy County Clerk or the Clerk prior to makin the urchase.
2. Accountability. Each Council Member shall be personally responsible to pay any expenses incurred
in support of the conduct of official duties and activities that exceed the $7,500 allowance and those
expenses that are deemed prohibited.
An "Accounting for Council District Allowance Expenses" spreadsheet (Form DAE-2) shall be
maintained for recordkeeping, accountability and reconciliation purposes. Within two business days
following the last business day of the month, Form DAE-2 shall be forwarded by email to a
designated person for placement on the County's website. A hardcopy of Form DAE-2
should be available from each Council Member for ublic ins ection u on re uest.
3. Prohibited expenses. Prohibited expenses include, but are not limited to:
A. Personal, political or campaign related expenses, and those spent outside of the scope of a
Council Member's official duties and activities. Ethics Code is attached.
B. Donations to community organizations or transfers to County agencies.
C. Transfers between the DAE and Contingency Relief accounts are prohibited.
D. Transfers from a district account to other district accounts are prohibited
4. HSAC executive committee member or NACo or WIR board member. The expenses of the
HSAC executive committee member or the official NACo or WIR board member shall be drawn from
the eneral accounts.
5. General acwunt. The expenses for the attendance of a Council Member at committee and council
meetings and public hearings shall be drawn from the general accounts. Similarly, the reasonable
expenses for the attendance of the district staff to support the committee chair shall be drawn from
the eneral accounts with the concurrence of the Council Chair and the Coun Clerk.
6. Travel authorization. Travel authorization forms must still be completed and approved prior to
travel. (See Council Travel Form & Staff Travel Form)
7. DAE payments. After a Council Member (or district staff) advances payment for eligible expenses,
reimbursement shall be made after the submittal of the receipt and aDAE-1 Form (Claims Against
District Allowance Expense) to the Administrative Support Services staff.
If payment is made with a P-Card, the DAE-1 Form is required.
When printing or postage is claimed, the DAE-1 Form shall be completed and transmitted to the
Machine Room in order to process. The Machine Room will complete the job and forward the DAE-1
Form to the Administrative Services staff.
Refunds to the DAE account require aDAE-1 Form. For example:
Per Diem $70.00
Spent 50_00
Return to Couat~_2Q,QQ
I
Form DAE-1
(07/05)
HAWAII COUNTY COUNCIL
CLAIM AGAINST THE DISTRICT ALLOWANCE EXPENSE ALLOTMENT
Council Member's Name:
DAE: Council District
Amount Requested or Claimed:
Method of payment: _ Reimbursement payable to
_ P-Card issued to
Direct payment from County fund account
Description of item(s)/service purchased:
Date of Service:
Justification for expenditure(s):
Number of attached original receipt(s):
* « *
I certify that the above information is correct and true.
Council Member's Signature Date
CERTIFICATION OF AVAILABLE FUNDS
Certification as to the availability of funds
Disapproved (insufficient funds)
Administrative Support Services Date
* * * * * «
MACHINE ROOM PROCESSING CLAIM
pieces @ _ $
Machine Room Signature Date
i~
0
N = Z
~ ~
W
W W
LL
Z O z
W = g
a
x z m
W O ~
W
U f w
Z Z
a Z
3 ~
o~
J O
Q N H
~ ~
O
o-Vy ~ U
~ N
DW
J ~
UJ
Z U ~
~ ~ Z
U ~ ~
~ a
O
G7
Z W
~ ~
Z
c
v
a O
w U
v
U p~
o Q W
m
W i
~ O
~ J W ~
~o ~ a~
m z c~
o~ ~ z
°a U ~
SUBJECT: District Contingency Relief Account
REFERENCES : Council Rule No. 33
APPLICABLE FORMS
1. Each Council Member shall have direct responsibility over the District Contingency Relief Account.
2. Each Council Member is allotted $100,000 in annual contingency relief, when appropriated in the
General Fund, to provide for county-related projects.
3. In an election year (July-December), the Council Member shall be allotted 50% of the appropriation.
The remaining 50% (January-June) shall be allotted in January.
4. Expenditures shall be transferred to County agencies using the appropriate legislative mechanisms
(bill or resolution) for the benefit of the agencies to provide for the public.
5. All purchases of equipment must follow the procurement law and be domiciled in the County
departments. Equipment, supplies, and products are the property of the County.
6. Transfers between the DAE and Contingency Relief accounts are prohibited.
7. Transfer from a district contingency relief account to other district contingency relief accounts are
prohibited.
8. No expenses shall be transferred unless written administrative approval and concurrence has been
given on a form prescribed by the Legislative Research Branch.
9. Transfers are made via resolution and may be accompanied by a bill if it requires an amendment to
the capital budget. The approved resolution and number shall act as the invoice to input into the
Contingency Relief account.
10. An accounting for the District Contingency Relief account spreadsheet shall be maintained for record-
keeping, accountability and reconciliation purposes by the Council District staff member. Within two
business days following the last business day of the month, Form DAE-3 shall be forwarded by email
to a designated person for placement on the County's website. A hardcopy of
Form DAE-3 should be_available from each Council Member for public inspection upon request.
Form DAE-3
(07-05)
ACCOUNTING OF COUNCIL DISTRICT CONTINGENCY RELIEF ACCOUNT
FISCAL YEAR 2005-2006
COUNCIL MEMBER MONTH OF
RESOLUTION DATE OF RUNNING
NO. APPROVED DESCRIPTION AMOUNT
RESOLUTION BALANCE
SUBJECT: _ Cellular Phones
REFERENCES : _ Council Rule No. 33
APPLICABLE FORMS : _ _ DAE-4 "Cellular Phone Reimbursement"
1. County-Furnished Cellular Service
A. Council Members, the special assistant, the County Clerk, the Deputy County Clerk and the
Legislative Auditor may receive county-furnished cellular service provided that use shall primarily
be for county business. County Ethics laws and rules shall apply.
B. If County-provided service is chosen, please contact the County Department of Finance-
Comptroller.
C. Fees will be charged to the Council Member's DAE account.
D. County-furnished phones are the property of the County. Notify the Administrative Support
Services staff of theft or loss.
2. Reimbursement for Personal Cellular Plan
A. An option available to Council Members, the special assistant, the County Clerk, the Deputy
County Clerk and the Legislative Auditor is a monthly reimbursement for cellular plans paid from
personal funds in which the service is used primarily for County business.
B. Submit documentation (first page of cellular bill) along with Form DAE-4 (Cellular Phone
Reimbursement) to Administrative Support Services staff that validates the cellular bill and the
name under which the plan is made.
If the amount of the base charge plus surcharges and taxes is greater than $75.00 per month,
the reimbursement will be $75.00. If the actual amount is less than $75.00, the reimbursement
I will be the smaller amount.
C. The Council Member's signature and the chair's approval are required on this Form.
D. Reimbursement will be via payroll and because itemization is not required, 100% of the amount
will be taxable.
I
Form DAE-4
(07-OS)
HAWAPI COUNTY COUNCIL
CELLULAR PHONE REIMBURSEMENT
This is to certify that personal funds were used to pay for my own cellular service plan to
primarily conduct official County business during the month of Per
Council policy, I am filing a claim for a reimbursement of $ * from Council
District for this month's cellular service.
Council Member's Signature Date
Council Chair's Signature Date
*If the bill is greater than the monthly cap of $75.00, the claimant shall receive $75.00. If the
bill is less than $75.00, the claimant shall receive the lower figure.
SUBJECT: DAE and General Copying and
And Mailing Procedures
REFERENCES
APPLICABLE FORMS
DAE Cooving and Mailing Policv:
Printing and mailouts are permitted in order to encourage citizen participation in matters
pending before the Council and to update constituents on legislation and other county matters,
but not matters implemented by the County's executive branch. Please be advised that printing
and mailouts shall comply with all ethics laws and rules. Therefore, items of a political nature
and solicitations for fundraising should be at each Council Member's personal or campaign
expense. Charges incurred for bulk printing and for postage will be deducted from each Council
Member's DAE allotment. This would include Christmas cards, notification of a meeting on a
Council Member's specific legislation, surveys, newsletters, etc. Council and Ethics Commission
laws and rules shall apply to all printing of materials and mail.
DAE Cooving
1. The Council-Clerk's Office will continue to process and pay for small amounts of day-to-day
pieces for copying.
2. The DAE shall be used for bulk copying of pieces to constituents, such as surveys, Christmas
cards, community meeting notifications, newsletters, lobbying letters, and so on.
3. Form DAE-1 shall be used to account for the expenditure and shall be submitted together
with the required Machine Room form.
DAE Mailino
1. The Council-Clerk's Office will continue to process and pay for small amounts of day-to-day
pieces of mailing.
2. The DAE shall be used for bulk mailing of pieces to constituents, such as surveys, Christmas
cards, community meeting notifications, newsletters, lobbying letter, and so on.
3 Form DAE-1 shall be used to account for the expenditures and shall be submitted to the
Machine Room with the pieces to be mailed.
General Copying Procedures
1. The copying machine located in the Council-Clerk's Office may be used for day-to-day
copying of up to 20 pieces at a time. This rule is established because (1) the cost per piece
is more than those run on the machines in the Machine Room, and (2) to limit wear and
tear on a machine not purchased for heavy use.
2. A special security account number will be assigned to each section, division, or Council
Member in order to use the copying machine. The purpose of the security account number
is to monitor usage.
3. Send documents of more than 20 pieces to the Machine Room on the form supplied by the
Machine Room.
Machine Room Procedures
1. Documents to be copied are submitted to the Machine Room and are generally completed in
the order in which they are received.
2. Mail to be postmarked by the Machine Room shall be dropped off no later than 2:00 p.m.
daily. Mail is postmarked and readied for pick-up, which is any time after 2:30 p.m.
3. Incoming mail is delivered to the Machine Room daily at approximately 10:00 a.m. Machine
Room staff is responsible for sorting all incoming mail received by the County.
Interdepartmental mail is sorted and delivered by Department of Public Works (Rachel and
Richard).
4. The Machine Room is capable of providing the following services.
A. Reproduction of printed materials.
B. Stapling, collating and folding.
C. Spiral binding booklets.
D. 2-hole drilling.
E. Gluing and form cutting.
F. Stapled booklets (like the Civil Service monthly newsletter).
G. Copying from bound books.
Other Machine Room Suggestions
Mail
• No large clips of any type should be used when mailing out envelopes. Please use rubber
bands.
• When mailing thick items (anything that may be more than 1 pound) use Priority Mail
Envelopes when possible. Machine Room has Priority Mail Envelopes and boxes.
• Manila envelopes must be sealed. Wet sealing of manila envelopes is not enough. Use
tape.
• Is it not necessary to separate mail by Hilo and all other.
• If bulky envelopes are the same weight, please tag them as such.
• Regular sized envelopes need not be sealed. If they are unsealed, flaps must be up, then
rubber-banded as needed.
• Mail addressed to other county departments should be sent by inter-departmental mail.
Postage cost should be saved whenever possible.
• Personal mail should be dropped off in baskets located in Machine Room. Be advised that
mail carrier will not take personal mail weighing more than lpound-postal rule.
• With the cost of postage going up again, please consider using bulk mail procedure for 200
or more pieces of the same type of letter.
Copies
• Consider doing 2-sided copies whenever possible. The machines are capable of doing
• 1-sided to 2-sided
• Rotating side 2 for up and down copies.
• Note on the Machine Room form if you want to be called when copies are completed.
CHAPTER 3
PERSONNEL ADMINISTRATION
SUBJECT: _ Staff Appointments
REFERENCES : Council Rule 33
APPLICABLE FORMS : Form COUNCIL-1
General Provisions
1. The Council Chair exercises policy direction and the County Clerk exercises management
supervision over the Legislative Branch personnel in compliance with the provisions of State
and County laws, Council Rules and other provisions in this manual. The Council Chair or
the County Clerk, as appropriate, shall sign official documents necessary to implement the
personnel decisions of the individual Council Members.
2. A potential employee shall pass the physician's physical to be employed.
3. All employees shall comply with general rules, administrative guidelines, and procedures.
4. The County Clerk, with the concurrence of the Council Chair, may initiate termination to
assure proper management of the entire council office when an employee does not comply
with procedures set forth in law, Council Rules or this manual.
5. Employment of Civil Service employees shall be in accordance with Civil Service laws and
rules.
Council District Staff
1. Each Council Member shall be responsible for the direct supervision of his/her personal staff,
which includes hiring, and terminating, in accordance with the applicable provisions of the
State and County laws, Council Rules, other personnel administration policies of the County,
Council Rules and this manual, provided the County Clerk may initiate termination with the
concurrence of the Council Chair to assure proper management of the council office using
guidelines set forth in this manual.
2. To hire or terminate council district staff, the Council Member shall submit aCOUNCIL-1
Form.
3. Council District staff are "at will" employees whose employment shall be co-terminus with
the appointing Council Member unless personnel action to the contrary is initiated.
4. Each Council Member is assigned two full-time staff: (A) Council Aide; and (B) Council
Legislative Assistant.
5. Onl one erson er osition shall be permitted.
Legislative Auditor Staff
1. The Legislative Auditor's Office shall be semi-autonomous in administrative function. This
requirement of independence is critical to a successful audit office.
2. The County Clerk exercises general management direction and the Legislative Auditor
exercises direct supervision over employees within the Legislative Auditor's Office.
3. Staff will be appointed and compensated based upon education, experience and abilities.
4. Job performance reports will be prepared annually by the Legislative Auditor.
5. Internal rocedures develo ed by the Legislative Auditor shall be followed.
~ Legislative Research Branch
1. The Legislative Research Branch shall be directly supervised by the Deputy County Clerk
with general management direction exercised by the County Clerk.
2. Staff will be appointed and compensated based upon education, experience and abilities.
3. Job performance reports will be prepared annually by the Deputy County Clerk.
4. Internal procedures developed by the Deputy County Clerk shall be followed.
Form COUNCIL-1
(07-OS)
DATE:
T0: _
COUNCIL CHAIR
FROM: _
COUNCIL MEMBER
SUBJECT: PERSONNEL ACTIONS
Please process the necessary papers to effectuate the following personnel
transaction(s) concerning:
Person's Name
HIRE Attached is a resume.
Effective date:
Position Title:
MOVE TO NEW POSITION
Effective Date:
From position title:
To position title:
TERMINATE EMPLOYMENT
Effective date
TRANSFER EMPLOYEE
Effective date:
(a) State of Hawaii,
(b) County of ,
The above action(s) has/have been discussed with the above-named employee.
Council Member's Signature
* * * * * * * * * * * * *
TO: Administrative Services StafF
FROM: Council Chair
APPROVED/DISAPPROVED FOR PROCESSING Date:
SUBJECT: Council District Staff Descriptions
REFERENCES: None
APPLICABLE FORM(S): None
Council Aide
A council aide assists the respective district council person in the council person's performance
as a Council Member. The council aide performs the necessary services by which the Council
Member may respond to constituent requests and to the Council Member's obligations as
committee or subcommittee chair. A council aide's responsibilities are fundamentally clerical.
It is recommended that a council aide has secretarial skills acquired in technical school or
through experience. Typing, telephone etiquette, scheduling, word processing, spreadsheet,
and calendarinc~are desirable skills.
Legislative Assistant
A legislative assistant assists the respective district council person in the council person's
performance as a Council Member. The legislative assistant performs the necessary services by
which the Council Member may respond to constituent requests and to the Council Member's
obligations as a committee or subcommittee chair. A legislative assistant's responsibilities are
essentially research, writing reports, drafting legislation, following through on constituent
inquiries and requests.
It is recommended that a legislative assistant has a degree from an accredited college or
university, is able to write well, has great communication skills, and has computer skills in word
rocessin and spreadsheets.
SUBJECT: Restrictions on Employment of Relatives
REFERENCES
APPLICABLE FORMS : None
1. General Policv. A public officer of the legislative branch may not appoint, employ, promote,
advance or advocate for appointment, employment, or advancement in or to a position in
the legislative branch any individual who is his or her relatives or domestic partner, or is a
relative or domestic partner of any public officer.
Any individual appointed, employed, promoted or advanced in violation of this rule is not
entitled to pay, and money may not be paid from the County treasury to an individual so
a ointed em to ed romoted or advanced.
2. Definitions. For the purpose of this policy, "relative" means an individual who is related to a
public officer of the legislative branch of County government as father, mother, son,
daughter, brother, sister, grandfather, grandmother, grandson, granddaughter, uncle,
auntie, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law, son-in-law,
daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson,
stepdaughter, stepbrother, stepsister, half brother, or half sister.
For the purpose of this policy, "domestic partner" means an adult, unrelated by blood, with
whom a public officer: (a) has an exclusive committed relationship, (b) maintains a mutual
residence, and (c) shares the cost of basic living expenses. A ~~relative of a domestic
partner" means the father, mother, brother, sister, son or daughter of the domestic partner
of a public officer.
"Public Officer" means Council Members, the County Clerk, the Deputy County Clerk and the
Le islative Auditor.
CHAPTER 4
TRAVEL
SUBJECT: General Travel Policy
REFERENCES : Ordinance No. 04-83
APPLICABLE FORMS : Travel Authorization Form s
1. Aoolication. The policies of this chapter apply to all off-island travel for conferences and
other ofFcial business, regardless of funding sources, including gifted travel.
2. Trio Purpose. All County travel by Council Members and staff shall be for official county
business. Official business includes conferences, training, workshops, or seminars.
Business and personal travel may be combined, provided that business travel is properly
documented, personal travel is paid from the traveler's own funds, and all ethics laws and
rules are complied with.
3. Travel Authorization Form Required. A "Travel Authorization Form" and any informational
conference registration is required to be submitted to the Council Chair (for Council
Members) or to the Council Chair and County Clerk (for employees) through the respective
supervisor. The "Travel Authorization Form" should be submitted to the appropriate person
at least two weeks in advance of departure, especially for mainland travel. The purpose of
advanced authorization is to allow time to process per diem. For mainland travel and
lengthy inter-island travel, Finance Department-Accounts Division must cut a check.
Approval is required in order to travel.
4. Hotel Accommodations and Airfare. Hotel accommodations and airfare shall be arranged by
the Council Member's staff or the employee in the case of other sections/divisions.
5. Travel Reports. Travel reports shall be filed with the Chair within thirty days from
completing travel. Exception: Travel reports are not required for regular and special
Council and Committee meetings and public hearings. The report should summarize the
activity attended and conference session(s) attended. Each Council Member and staff
person shall file and be responsible for his/her own report. When more than one employee
travels to a conference, one report may be filed on behalf of all employees who traveled.
6. Submittal of Receipts and Travel Documents. Within five business days of trip completion,
travel receipts and other pertinent travel documents shall be submitted to Council
Administrative Services staff.
7. Travel Time Claimed for Appointed Emplovees. Travel time may be claimed (other-than
regular work hours) to/from meetings or activities for which your attendance is required by
a Council Member or supervisor as long as the employee returns to the place of work. Since
there may be circumstances when the return-to-work provision may not apply, this should
be discussed with the supervisor or Council Member on a case-by-case basis.
Civil service employees are subject to a different set of policies governed by the union
i contract. Depending upon the contract, some may claim overtime for travel and others may
not.
SUBJECT: Air Transportation
REFERENCES : None
APPLICABLE FORMS : None
1. Choice of Travel Agency or Air Carrier. The County does not have a current price schedule
(bid list) for airfare and thus, the traveler may select his/her own travel agency. Please be
aware of nepotism if contemplating the services of a company family ties.
For out-of-state travel, the person making reservations must contact Purchasing for
approval on travel agent before making reservations.
2. Airfare payment. The County generally makes direct payment to the travel agency for
airfare and a purchase order number can be obtained from the Administrative Services staff.
Reservations should be made in advance to ensure the lowest possible airfare. If airfare
payment is advanced via personal funds, the County shall make reimbursement to the
traveler.
E-tickets and Internet reservations are encouraged if it results in the most economical fare.
3. Last minute changes to travel schedules that result in additional charges will only be paid by
the County if the changes can be justified, such as family emergencies or meeting changes
beyond the person's control. Otherwise, payment shall be made with the employee's
ersonal funds.
Chapter 5
LEGISLATIVE RESEARCH BRANCH
SUBJECT: General Provisions and Protocol _
REFERENCES : Council Rule No. 32
APPLICABLE FORMS : None
Duties and Responsibilities
1. The Legislative Research Branch (LRB) is established to assist the Council in exercising its
legislative power. The purpose of the LRB shall be to:
A. Conduct impartial research and analysis, including legal research, as may be necessary
for the enactment or consideration of substantive legislation upon request by the
Council, its Committees, or on its own initiative.
B. Serve in an advisory or a consultative capacity to the Council, its Committees, and
Council Members on all matters within its competencies and responsibilities.
C. Assist with the revision, codification and publication of ordinances to the Hawai i County
Code.
D. Assist in the preparation of the annual report for the Council.
E. Review legislation initiated by an individual Council Member as to its proper form.
F. Coordinate orientation sessions for Council Members and staff.
G. Perform other duties as may be assigned by the Council.
Assignments and Priorities
1. Assignments for the LRB may be received from:
• The Council (by motion or by resolution)
• A Standing Committee or Subcommittee (by motion or by resolution)
• The Chair of the Council acting in an official capacity
• The Chair of a Standing Committee acting in an official capacity
• Individual Council Members requesting services on a matter pending before a
standing committee or Council
• Individual Council Members requesting services on a new matter or a draft bill or
resolution for a proposed new law or policy.
• The County Clerk
2. The priority by which the LRB will provide its services will be in the order listed above (#1).
3. Throughout the course of the review or project, LRB staff will maintain an objective,
independent, and professional attitude. Staff will exercise due professional care.
4. During the course of the review or research for any of the above assignments, LRB will not
release information developed or collected unless it is to inform of status or receive
clarification. No information will be given to any person or agency until the review or report
is completed and the report distributed, unless the Deputy County Clerk approves its prior
release.
5. The LRB may advise and consult with Council Members, council district staff, or other staff
in the legislative and executive branch, as appropriate.
6. All assignments for written review, comments or reporting shall be submitted or noted on a
"Le islative Research Branch -Work Request/Assignment Form".
7. The Form may be completed by the Council Member, council district staff, LRB staff, the
Deputy County Clerk, or the County Clerk.
8. The Deputy County Clerk will assign the task, the deadline date, and other instructions. A
copy of the completed Form shall be given to LRB staff and to the requesting Council
Member.
9. Upon completion of the task, LRB staff shall turn the Form into the Administrative Assistant
to the Deputy County Clerk for entry into the database.
10. The Form is meant as a tracking/monitoring aid and assists with LRB's accountability and
performance.
11. If, because of time constraints or heavy workload, the Council Member will be notified of
the delay in meeting a targeted deadline. If a request to the LRB is inappropriately made
because the task should/could be performed by the council legislative assistant, the Council
Member will be notified.
12. The Deputy County Clerk may establish internal procedures for the operations of the LRB.
Review of Bills and Resolutions
1. All bills or resolutions initiated by a Council Member and/or drafted by council district staff
shall be reviewed and approved for form prior to submitting the document to the Chair for
processing.
2. Depending upon the substance and complexity of the bill or resolution, ample time for
thorough review shall be allowed to prevent drafting errors. Drafting errors have potential
significant outcomes.
3. A Council Member may also request review and comment on the substance of legislation
drafted by the respective council district staff. Review for substance is different than
review for form. When there are obvious substantive concerns, LRB may provide comment
even if it is not requested. The duty of LRB is to be objective and impartial, and should be
received in that vein.
Legislative Research Branch
Work Request/Assignment Form
FROM: ? County Clerk ? Deputy County Clerk Dale Requested:
? Council Chairman ? Council Member
? Committee Chairperson for Committee
? Other
Wrrrk Requeslert:
? Research ? Drafting
? Review Reso /Bill ? Other
Request Cnmpletian by:
L.R.B. Assigned: DCC initials:
Date Assigned: Time Spent:
MEMO: Dale Completed:
DCC initials for closure:
IAcoh l9AvictorineAwork requests\eicetronic work requcstA
work reyu~s~ pros Reference No.
CHAPTER 6
LEGISLATIVE AUDITOR'S OFFICE
SUBJECT: General Provisions and Protocol
REFERENCES : Council Rule No. 22
APPLICABLE FORM S
Duties and Responsibilities
1. The Legislative Auditor's Office (LAO) is established to assist the Council in exercising its
legislative power over the executive branch through conducting independent and impartial
audits, performance reviews, program reviews, and special studies. The duties of the LAO
are to:
A. Be responsible for the procurement of an Independent Certified Public Accountant to
conduct a post audit of the financial transactions of the County.
B. To assist the Council in the adoption of the annual budget.
C. Be responsible for all projects assigned or requested by the Council by resolution.
D. Conduct performance and financial audits of the funds, programs and operations of
any agency or operation of the County when requested by resolution. All audits
shall be conducted in accordance with governmental auditing standards.
E. Initiate audits, evaluations or special studies as the Auditor determines may be
warranted.
Assignments and Priorities
1. Assignments for the LAO may be:
• Received from the Council (by resolution)
• Received from a Standing Committee or Subcommittee (by communication setting
forth the scope of the task)
• Initiated by the Legislative Auditor
2. The priority by which the LAO will provide its services will be in the order listed above (#1).
3. Throughout the course of the review or project, LAO staff will maintain an objective,
independent, and professional attitude. Staff will exercise due professional care.
4. The LAO may advise and consult with Council Members, council district staff, or other staff
in the legislative and executive branch, as appropriate.
5. The Legislative Auditor shall establish internal procedures for the operations of the LAO. l
6. If, because of time constraints or heavy workload, the Chair of the Council, Standing
Committee or Subcommittee shall be notified of the delay in meeting a targeted deadline
CHAPTER 7
PROTOCOLS
SUBJECT: Protocols
REFERENCES : Ma or Har Kim's Letter
APPLICABLE FORM(S): Corporation Counsel Work Request Form
Statement of Policy
It is the policy of the Council-Clerk's Office to follow protocol when communicating with
executive branch, divisions within the Council-Clerk Office, and in respecting the services of
other Council Member's district staff.
Executive Branch Protocol
When a Council Member is requesting service or action from a department, the request should
be made in writing to the Department Head. If a Council Member or legislative staff has an
inquiry, the appropriate departmental staff person should be able to answer the question.
In the event that a Council Member feels a department head is not being responsive to a
request, bring the matter to the Mayor's attention for follow up.
See Mayor Harry Kim's letter dated February 9, 2005, and clarification memorandum dated
February 27, 2005, from County Clerk Constance R. Kiriu.
Corporation Counsel Protocol and Work Requests
Corporation Counsel requests for opinions, review, or drafting shall be in writing and attached
to or included in the Corporation Counsel's Work Request Form. The Form is available in
electronic format.
Cooperative Work Arrangements with Other Council Member's Council District Staff
Council Members may enter into cooperative work arrangements for using the services and
expertise of other Council Members' district staff. These arrangements may be informal
agreements or formal written memorandums of agreement. The work arrangements recognize
the need for staff support in the absence of another's staff; the expertise of another's staff in a
particular subject area; the shortage of staff by a Council Member.
i
Work Requests for Legislative Auditor's Office and Legislative Research Branch
Except for work requests initiated by a Committee or the Council via motion or resolution, a
work request form shall be submitted for tasks to be performed by the Legislative Auditor's
Office and the Legislative Research Branch.
Requests for consultation and advice will be documented on a case-by-case basis.
J~?Y:~~ ~~!y
4~•'~ '
~ ~ ~ ~
Harry Kim Dixie Kaetsu
Mayor Managing Director
~r?o;~p~+' Peter L. Hendricks
Deputy Managing Director
~ouutp of ~atuai`i
25 Aupum Street, Room 215 Hflo, Hawaii 96720-4252. (808) 961-821 I Fax (808) 96I-6553
KONA 75-5706 Kuakini Highway, Suite 103 Kailua-Kona, Hawaii 96740
n3 k~'~~lW~h ~
~a0"o) 329-5226 • Pax (g00) 326-56„~ ~ .-S -a ~ '~~"j~f~-+'-~..~•~~t~:
_
February 9, 2005 -1~-.~~_~
tY Council n~_~'~
The Honorable Gary Safarik, Chairman, and Members of the Hawaii County Council INS"
25 Aupuni Street
Hilo, Hawaii 96720
Dear Chairman Safarik and Council Members:
As we begin the next two years of working together, I would like to request that we establish a
protocol for relations between members of the Council and the Administration. This is the same
procedural request that was made of the last chairman and the last council.
A clear understanding of the role of the Council as the legislative branch of government and the
Administration as the executive branch of government will enable us to work together`
harmoniously over the next two years. The Charter states that the Council's "...primary function
shall be legislation and public policy formulation, as distinct and separate from the executive
administration of county government." It is clear that responsibility for operations of executive
departments rests with the Mayor and department heads.
I do understand that in the course of doing yourjob, there will be many times that information is
needed from departments or requests for some type of action from a department will be made.
Establishing a protocol for such requests will enhance the effective management of County
departments as well as honor the separation ~of powers inherent in the Charter.
Therefore, I request that when a Councilmember has a desire for either information or action, that
request should be directed to the appropriate department head. In keeping with the separation of
powers, such communications should clearly be requests. The department head will route the
request to the appropriate departmental personnel and make sure that there is appropriate follow
up when necessary. I ask that staff members are not contacted directly, because it can be
awkward for such staff members to receive requests directly from Councilmembers when their
direction should be coming from their departmental superiors.
In the event that a Councilperson feels a department head is not being responsive to a request,
please bring it to my attention and I will follow up. Thank you for your understanding, and 1 look
forward to working with each of you to make Hawaii Cow3ty a better place to live.
Alol ,
/ ~t~Y°'
airy K III
MAYOR
~....e.
CONS"fANCG R. KIRIU ~<vurp DAV[D K1M0 FRANKIi1.
Counb~C(erA ~o~''~'- Lrgislanrr .trid¢nr
' ; " y6Ca.
•.~~.e;,
J7lt O
~N'!Mr
County of Kawai `i
Office of the County Clerk
2J Aupuni S[reel
Hilo, Hawaii 96720
Telephone: BONJ 961-fi255 Facsimile: BOND 96/-8912
February 27, 2005
TO: Council Mefmb~,er~s /
FROM: Constance t~Ka~
County Clerk
RF: February 9, 2005 Letter from Mayor Harry Kim
Protocol Between Council Members and the Administration
This is to clarify Mayor Harry Kim's February 9, 2005 letter establishing protocol for relations
between Council Members and the administration. This clarification is based upon my
conversation with Managing Director Dixie Kaetsu on February 25, 2005. `
The protocol is meant to respect the department heads' responsibility for managing resources. It
also acknowledges that department staff work is directed by the department head rather than by a
council member.
Furthermore, the protocol is meant to handle requests for service (e.g., tree trimming in the
county right-or way, or installing a street light), not inquiries. [f a council member or legislative
staff has an inquiry, the appropriate departmental staff person should be able to answer the
question.
Should you have any further questions or need for clarification, please give me a call at I~xt.
8271 or contact the department head as the situation arises.
Cc: Mayor Harry Kim
Managing Director Dixie Kaetsu
Department Heads
Hawni'i ('aunty is An Equa! Opportunity Provider Anc! Enaployer
OFFICE OF THE CORPORATION COUNSEL
Inter-Departmental Work Request Form
DATE:
TO: OFFICE OF THE CORPORATION COUNSEL
ATTN:
(Name of Attorney assigned to your Department)
FROM: Telephone No.:
Name)
E-mail:
(Department)
CONTACT Telephone No.:
PERSON: E-mail:
(Name)
TYPE OF WORK REQUESTED:
? Opinion **Optional: If applicable, please indicate a specific deadline
? Draft for Corp. Counsel response:
? Review and Comment
? Other
BRIEF DESCRIPTION OF WORK NEEDED:
*Please route this form to the Office of the Corporation Counsel accompanied by your documentation.
You will receive a copy of this form, indicating the assigned attorney, entry number, and the expected
response date.
Please remember to use the Entry Number appearing below on all subsequent correspondence
or submissions to Corporation Counsel's Office.
For Corporation Counsel Use Only:
ENTRY NO. WRK 05- Date Received/Assigned: By:
Attorney Assigned:
Response Deadline:
S: Departments/Corporation Counsel/Interdepartmental Work Request Form2
CHAPTER 9
VIOLATIONS AND COMPLAINTS
SUBJECT: _ Violations; Complaints
REFERENCES: None
APPLICABLE FORMS : None
Internal Complaints
The employees of the Council-Clerk Office should promote a professional, pleasant work
environment. An employee should attempt to handle concerns on his/her own initiative or
request intervention from the supervisor. However, if, as a last resort, the employee is not
satisfied with the action, the employee may use the attached Internal Complaints Procedure.
A Civil Service employee shall follow civil service laws, rules and procedures, which may include
the Internal Complaints Procedure.
Violations
Failure to follow the general provisions contained in this Administrative Manual will instigate the
following notices after investigation by the Deputy County Clerk:
First Notice: Verbal
Second Notice: Verbal and Written to the Employee (with a copy to the respective
Council Member in the case of Council District Staff)
Third Notice: Verbal and Written to the Employee (with a copy to the respective
Council Member in the case of Council District Staff)
Violations that warrant notices include, but are not limited to, violation of workplace policies,
notification of vacation, sick leave, flextime, tardiness to work, office etiquette, appropriate
attire, failure to follow procedures that result in continued malfunction of office operations,
travel policies.
Employees who, after receiving three notices when tardy to work, late from breaks/lunch, or on
leave without authorization, will be charged to vacation time or unauthorized absence without
pay, whichever applies.
For all other violations, the employee will receive appropriate disciplinary action.
For appointed employees, serious violations may result in termination. For Civil Service
employees, Civil Service laws and rules shall apply.
CHAPTER 10
WORKPLACE POLICIES
Alcohol-Free Workplace Policy
Violence in the Workplace Policy
Sexual Harassment Policy
Smoking in the Workplace Policy
Internet and Email Policies
CHAPTER 11
OTHER